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JGS Management

JGS Management. Panel Sponsored by the International Association of Jewish Genealogical Societies. Jan Meisels Allen IAJGS Vice President & Chairperson IAJGS Membership Development Committee. IAJGS Boston 4 Aug 2013. Mark Nicholls

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JGS Management

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  1. JGS Management Panel Sponsored by the International Association of Jewish Genealogical Societies Jan Meisels Allen IAJGS Vice President & Chairperson IAJGS Membership Development Committee IAJGS Boston 4 Aug 2013 Mark Nicholls IAJGS Board of Directors & IAJGS Membership Development Committee, Europe Marlis Humphrey IAJGS Membership Development Committee, US Southeast Region

  2. The IAJGS MDC has several responsibilities: Identify potential new members from existing organizations Help encourage the formation of new JGSs in areas where there is a Jewish population and no existing JGS Enhance membership of existing member societies Help struggling member societies to survive and grow. IAJGS Membership Development Committee (MDC)

  3. Members of the MDC

  4. IAJGS 501(c)(3) Umbrella [US only] Group liability insurance policy [US only] GoToMeeting/GoToWebinar IAJGS Leadership Forum Assistance with society management problems IAJGS Public Records Access Membership Committee (PRAMC) Listed on IAJGS website and Membership materials IAJGS Newsletter Initiative. Collective voice of the international society IAJGS Management Sessions at the annual IAJGS conference IAJGS Member Benefits

  5. Survey Results

  6. Survey Results

  7. The following 11 slides will address multiple aspects of programming: Problems with creative programming Attendance Meetings vs. Internet Resources Sharing Programs Where to find speakers Defraying program costs Technology options Management Survey Suggestions Publicity Programming

  8. Survey Results Stated Problems with Creative Programming Most stated they did not have problems Those who said they had problems listed these: Topic Development Finding Speakers Paying For Speakers More Time at Meetings Mix of members between those who are new, advanced and those who “completed” their research Programming

  9. #1 Attendance: Getting People to the Meeting Issues: Time and place (afternoons vs. evenings) Retirees vs. working people Central location Moving meeting places What You Get at a Meeting vs. on the Internet Learn, Share and Connect Personal contact is very important Interaction with Others Ask an expert Programming Cont’d

  10. Resources Local Resources • Community colleges • History departments • Jewish programs • Museums [Judaica, holocaust] Members As Resources • Unique collections • Relating genealogical experiences Programming Cont’d

  11. Sharing Programming Regional programs with other JGSs Regional Conferences [e.g. Europe] Co-sponsorship with other Jewish organizations- publishers, museums, JCCs, synagogues and more Programming Cont’d

  12. Where to Find Ideas for Speakers Read JewishGen Discussion list for other JGS meeting announcements IAJGS conference speaker’s list see IAJGS.org for archived seminar programs http://www.iajgs.org/prior-seminars.html IAJGS Calendar of Events http://www.iajgs.org/members/calendar.html Look at regional genealogy conferences (NE Regional Genealogical Conference, Southern CA Genealogical Jamboree, RootsTech, WDYTYA Great Britain) FGS & NGS conference speaker’s list, Genealogical Speakers Guild, Speakerpedia APG speaker’s list Programming Cont’d

  13. Help With Defraying Program Costs Charge members as well as guests a minimum attendance fee for special speakers Apply for grants depending on topic Solicit co-sponsors Get complementary hotel rooms in exchange for advertising in your newsletter/website etc. Work with local adult education facility for use of computers for workshops Programming Cont’d

  14. Technology Options Webinars—free resource [Legacy Family Tree] http://www.familytreewebinars.com/upcoming-webinars.php [Ancestry.com] http://www.ancestry.com/cs/us/videos [GeneaWebinars—Dear Myrt] http://blog.dearmyrtle.com/p/geneawebinars-calendar.html Programming Cont’d

  15. Technology Options Continued IAJGS GoToMeeting Membership Service Requirements for Use: • IAJGS Member in good standing • WIFI Capability in meeting room • Screen and projector or • In multiple individuals’ homes [must have internet connection-wired or wireless] • Contact IAJGS Webmaster Daniel Horowitz webmaster@iajgs.org Programming Cont’d

  16. Suggestions from IAJGS Management Survey Most Successful Workshops Skilled and Prominent Speakers Nuts & Bolts of Genealogy Research Discussions Technology for Genealogy Members Sharing Brickwalls and Successes Programming Continued

  17. Suggestions from IAJGS Management Survey Least Successful Programs During Winter Months Due to Bad Weather Field Trips Programs on How to Do Own Genealogy Poor Speakers/Narrow Topic Focus Intergenerational Programs Evening Meetings General Meetings Programming Continued

  18. Publicity is part of Programming- Gets Society Name Out Into the Community • Build a contact database • synagogues, Jewish organizations, libraries, genealogy and historical societies, LDS Family History centers, Jewish Studies groups, city and neighborhood newspapers, senior centers, on-line community calendars, college Judaica programs, JewishGen Discussion group. • Initially call all of them. Monthly, email them a press release or flyer for posting • Create pre-event publicity flier and press release and send to contact base monthly. • For special programs/speakers post event publicity • Schedule outreach to key organizations, community fairs etc. Programming Continued

  19. Basics • Check book in society name-not individuals name • Two signatures required on checks—3-4 authorized to sign checks. For electronic banking who has authority should be several board members • Minutes reflecting who may have access to account; reflection in minutes when removing people from access-these may be required to be provided to financial institution (check your country’s requirements) • When treasurer goes on vacation the check book goes to another signatory Financial JGS Management

  20. Budget is a planning document Projected Revenues: Dues income Affiliate programs ( Amazon, Ancestry.com, FTDNA etc.) Sales of printed materials Fairs and book sales Grants Gifts Gift Aid (i.e. UK donation to charity) Financial JGS Management Cont’d

  21. Budget Cont’d Projected Expenditures Facility rental and A/V costs Programming costs: speakers expenses, honorariums, housing, handouts Publicity Postage/Telephone Donations: JewishGen, Synagogue where meet Government Taxes (varies by locality) Library Web domain/hosting Social media Refreshments Financial Management Cont’d

  22. Ways of Reducing Expenses Barter with local hotel for room nights for speakers—advertisement in your newsletter/website Going Green-eliminate printed newsletter and mailings Subscribe to TechSoup.org for technology products and solutions & free learning resources are available to all users Alternate Sources of Revenues Paid advertisements in your newsletter/website Charge for workshops/seminars/special programs Become an affiliate-marketing fees: Amazon, Ancestry, FTDNA, Goodsearch, Kroegers, Flip-Pal and more Establish special funds for library, programs, research Financial Management Cont’d

  23. 501 (c) (3) US-Only Consider becoming a 501 (c)(3) under IAJGS Umbrella In order to qualify, a society must: 1) be a member of IAJGS in good standing 2) be eligible for exemption from Federal income taxes as a non- profit educational organization under section 501(c)(3) 3) Not be a private foundation 4) Have a fiscal year ending on December 31st 5) Have a Federal employer identification number 6) Have written governing documents a) if a corporation, articles of incorporation and bylaws b) if unincorporated, a constitution, bylaws, or similar 7) Authorize IAJGS in writing to submit a request to IRS Financial Management Cont’d

  24. Every organization needs one Not everything needs to go into the bylaws-keep them “bare bones” as difficult to amend Size of board may vary e.g. 7-13 Companion document- Policy and Procedure Manual- items determined by the board and membership Review Bylaws and P&P Manual every X number of years Roberts Rules of Order—also state “not in conflict with bylaws or any special rule adopted by the Society” IAJGS Membership Development Committee preparing a model for use that is adjustable for each society needs ByLaws/Governing Doc/Constitution

  25. Board size should be workable-keep size to a minimum Officers: president, VP-programming; VP-membership; treasurer; secretary (one or two –corresponding and recording) some committee chairs or members at large Important functions can be but need not be board positions: Webmaster/blog poster, social media coordinator, publicity, Not all functions need be on the board- i.e. hospitality, librarian etc. Board Composition

  26. Important to have several communication vehicles to membership to keep them engaged and informed Newsletter/blog/facebook/emails Society’s own discussion group Website Use of digital tools-free Communications

  27. http://tinyurl.com/kdmcl2e Google Voice

  28. Google Calendar

  29. Dropbox

  30. Survey Monkey

  31. http://tinyurl.com/lm9dmtk YouTube

  32. PayPal 1. 2. 3.

  33. Survey Results

  34. Survey Results

  35. GoToWebinar& GoToMeeting • Board, Project Volunteers, etc. • Many-to-many • Option to include video (up to 6) or (up to 26) voice only (GTM) • Members who don’t drive at night, spread over large distance, etc. • One-to-many • Speaker in Jerusalem, JGS meeting in Montreal • One-to-Many • Video option as above • Voice only (up to 100) (GTW) • With record, survey, poll (GTW) • Build your prospect mailing list • Meeting in North & South Orlando • 1 Group to 1 Group

  36. Trends Impacting Your Society

  37. Trend #1 - Relevance Aging Membership / Attracting the Younger Generation Increasing Interest In Genealogy Increasing Time Constraints of Members Partnership & Outreach Competing for Resources/Members/Mindshare

  38. Trend #2 - Technology On-Line Using Technology Research as an Individual vs. Group Participation DNA Social Media

  39. Attracting the Younger Generation Briscoe Hall Consulting

  40. Attracting the Younger Generation Rule #1 “Change Your Mindset” Rule #2 “Change Your Programming” Rule #3 “Change Your Methods of Engagement”

  41. “Change Your Mindset” Genealogy Methods, Dates, Names Membership Dues Network in a Meeting Family History Family Stories FaceBook, YouTube, etc. Free Engage On-Line, On-SmartPhones/Tablets Photo from “7 Ways to Bridge the Millenial Divide” by Lois Zachary Thought from Josh Taylor

  42. “Change Your Mindset” Genealogy Methods, Dates, Names Membership Dues Network in a Meeting Family History Family Stories FaceBook, YouTube, etc. Free Engage On-Line, On-SmartPhones/Tablets Photo from “7 Ways to Bridge the Millenial Divide” by Lois Zachary Thought from Josh Taylor

  43. “Change Your Mindset” Genealogy Methods, Dates, Names Membership Dues Network in a Meeting Family History Family Stories FaceBook, YouTube, etc. Free Engage On-Line, On-SmartPhones/Tablets Photo from “7 Ways to Bridge the Millenial Divide” by Lois Zachary Thought from Josh Taylor

  44. “Change Your Mindset” Genealogy Methods, Dates, Names Membership Dues Network in a Meeting Family History Family Stories FaceBook, YouTube, etc. Free Engage On-Line, On-SmartPhones/Tablets Photo from “7 Ways to Bridge the Millenial Divide” by Lois Zachary Thought from Josh Taylor

  45. “Change Your Programming” Genchat on Twitter Parade/Fair/Festival/Sports Event/Book Fair/Wedding Home & Garden Show Video game night or pizza night at local library Digital Projects: Video, Audio, Photo, Website  Lecture Lecture Brick Wall Session Lecture Photo from “7 Ways to Bridge the Millenial Divide” by Lois Zachary Thought from Josh Taylor

  46. Outreach to youth groups Bring a Bubie or Zede Event “Change Your Methods of Engagement” • Engage Jewish Studies students • Bright Futures Volunteers • University Interns

  47. Successful Efforts In Getting Volunteers Questionnaire to Members Approaching Members Individually by President/Board Member Announcements at Meetings/Newsletter/Blog Signed Up with a Local Volunteer Center Asking Members To Take on Specific Tasks as They Evolve Try a volunteer day? Volunteerism

  48. Problems With Getting Volunteers Most societies said they had problems getting volunteers, were struggling, advertising and direct approaches were unsuccessful Volunteerism Cont’d

  49. Survey Results

  50. Comments from the survey show concerns about reaching out to potential new members: “Outreach to new people” “Outreach; we have 20% annual "natural" attrition rate so we must constantly attract new members” “Outreach; just moved appointed Publicity Chair to VP for Communications by By-Laws change” “Attracting new blood to membership” “Reaching a wider audience on regular basis” Publicity/Outreach

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